Introduction to Styles

Styles: A style is a collection of all formatting information, which you

want to save and then apply on the document.

Importance of Styles:
Speeds up the formatting process.
Ensures uniform formatting throughout the document
Using Style allows you to shift your focus from appearance
of the document to the content of document.
Enhances the document's professional look with consistent
formatting.
Style Categories

Writer provides six Style categories, which are as follows:

Page Style It is used for fomatting pages. It defines basic page layout
like page size, its margin, placement of header and footer,
footnote, borders and background.
Paragraph It is used for fomatting paragraphs. It includes tab stops,
Style text alignment, line spacing and borders.

Character this styling is used on block of letters, i.e. word(s).

Style It allows changing the text colour, text size, highlighting
text and emphasising it.
Frame Frames are like containers, which can hold text, graphics & lists.
Style Frame Styles allows to format a frame by specifying its size,
position, border and how the text is placed around the picture.

List It can be used to style lists by putting numbering or bullets of

Style a different kind or specify numeric format.

Table using tables, a large amount of information can be organised

Style and presented effectively. Table Style category allows to
format a table by adding borders, using different text or
border colour(s), aligning text inside the table, having
different patterns or text colour.
Styles and Formatting

There are many predefined Styles in Writer, which can be accessed

by using the following methods: #1

Using Style option from Menu Bar

#3
Using Style Drop Down list box #2

Using Sidebar Menu

Using keyboard shortcut — F11 function key.

Applying Styles

Step 1 Select the text to be formatted. The selected text may be a

collection of characters, words, lines, paragraph, page,
frame or table.

Step 2 To format the selected text, choose appropriate style

category by clicking the button from the top of the Styles bar.

Step 3 A list of styles for that category appears. Double click on the
desired style to apply to the selected text.
 Fill Format
This method is useful when a same style is to be applied at many
places scattered in the document.
Step 1 Open the document to be styled.
Step 2 Open the Styles window and select the desired style category
and then desired style from drop down list.
Step 3 Select Fill Format button.
Step 4 To apply the selected style, take the mouse pointer to desired
location and click.
Step 5 To quit Fill Format option, click the Fill Format button again or
press the Esc key.
Creating and Updating a New Style

Custom Style can be created From Selection and by using

drag and drop.
From Selection
Step 1 Select the portion of document to change its appearance.
Format it as per the requirement.
Step 2 From the buttons at the top of the Style menu, choose the
category for which a new style is to be created.
Step 3 Select Style action button. Click on New Style from Selection.
Step 4 In Create Style dialog window, type the name of new style.
Step 5 Click OK to save the name of new style.
Creating and Updating a New Style

Using Drag and Drop

Step 1 Select the portion of document to change its appearance.
Format it as per the requirement.
Step 2 From the buttons at the top of the Style menu, choose the
category for which a new style is to be created.
Step 3 Click on the desired style under which, new style is to
be created.
Step 4 From the document drag the selected portion of text to
the Style Menu.
Step 5 In the Create Style dialog box type the name of new style.
Step 6 Click OK button to save the name of new style.
Drag and Drop cannot be used to create a Page Style.
Updating a Style

Step 1 Select the portion of document to change its appearance.

Format it as per the requirement.
Step 2 Go to Style menu, and click on the button to update.
Step 3 Using Style Action button, click on Update Selected Style.
Load Styles

The last option, in Style Action button of Style Menu is Load Styles.
It is used to copy styles from an existing template or document.
Step 1 In the Styles Menu, click on the Load Styles.
Step 2 In the Load Styles dialog box, choose the category of your
document.
Step 3 Find and select the desired template to copy styles from.
Step 4 Now select the options for the types of styles to be copied.
Step 5 Click OK to copy the styles.
Inserting an Image in a Document

LibreOffice Writer allows to work on images, shapes, charts and

diagrams by providing various tools. The image file can be
inserted into a document using different ways.
Using Insert Image Option
Step 1 Open the document to insert an image in LibreOffice Writer.
Step 2 Place the cursor where you want to insert an image.
Step 3 Select and click on Insert > Image from menu bar.
Step 4 An Insert Image dialog box will open which will allow to
choose the picture file to be inserted.
Step 5 Select the file and click on Open button to insert an image in
document.
Using Drag and Drop option
Step 1 Open the document to insert an image in LibreOffice Writer.
Step 2 Open a file browser window (Win+E) and select the image
file to be inserted.
Step 3 Drag the image into the document.
Step 4 Drop it, where you want it to appear in the document.

Copy and Paste method

Step 1 Open the document to insert an image in LibreOffice Writer.
Step 2 Copy the image file stored in computer.
Step 3 Paste the image file in the document.

Inserting an image using any of the above described method saves a copy
of image file in the document wherever image is inserted, that means, the
image gets embedded in the document.
If multiple copies of the same image are required to
be inserted in the document, it is beneficial to save
the link of image instead of inserting the image.

EMBED

Inserting a link, stores its reference instead of the image itself, thereby
reduces the size of the document, because actual image is saved only
once as a separate file along with the document.
Linking an Image in a Document

In Insert Image dialog box, check the Link option .

Keyboard shortcut to link an image – drag and drop the image
while holding the Ctrl+Shift keys.
 Modifying an Image
The image toolbar automatically appears when
an image is inserted or selected in the document.
If you want to keep it always on screen, click on
View > Toolbars > Image from the menu bar.

Image Toolbar
Image Filter
There are 11 types of filters available for improving an image.

Image Mode
Image can be changed to black and white, gray-scale
or a watermark.
 Crop
Cuts off non-desirable part of the image.

Flip Flip
Horizontally Vertically
Flips the image Horizontally Flips the image Vertically by
by 180 degree. 180 degree.
 Rotate 90 Rotate. (At
degree left. your desired
angle)
Rotate 90
degree right.

Transparency Makes an image transparent by using the

value provided in percentage .
 Colour
Using Drop Down list Red, Blue or Green colour can be
modified or adjustment for brightness, contrast and
gamma can be made.
Image Filters

Invert Inverts the colour values of coloured image.

Smooth Softens the contrast of image.
Sharpen Increases the contrast of image.

Remove Removes single pixels from the

Noise image.
Solarisation Reverses the tone. Dark appears
light and light appears dark.
Aging Simulates the effect of time on picture.

Posterise Makes a picture appear like painting by reducing colours

in the image.
Image Filters

Charcoal Changes image as charcoal sketch.

Sketch
Relief Adjusts light source to create shadow.

Mosaic Joins group of pixels into a single area

of one colour.
 Resizing an Image
Resizing is the process of reducing or enlarging the size of the image.
Step 1 Click on the image, eight sizing handles surrounding the
image will appear on the screen.
Step 2 Position the pointer over one of the sizing handles. The pointer
changes shape indicating the direction of resizing.
Step 3 Click and drag to resize the image.
Step 4 Release the mouse button when satisfied with the new size
and observe the size of the image is reduced.
By dragging the corner handles, one can resize both the width and the
height of the image simultaneously, while the other four handles only
resize one dimension at a time.
Deleting an Image

To delete the image, just select the image by clicking on the image
and press the Delete key.
Drawing Objects
To display Drawing Toolbar in the Writer window,
click on View > Toolbars > Drawing.
There are many default drawing objects used to create designs in
document. To use them –
Step 1 Place the cursor in the document where you want the
drawing to be placed (anchored).
Step 2 Select the tool from the Drawing toolbar.
Step 3 Place the pointer on document where you want the image to
appear then click-and-drag to create the drawing object.
Step 4 Release the mouse button to finish drawing.
Step 5 To cancel the selected drawing function, press the Esc key or
click the Select icon (the arrow) on the Drawing toolbar.
Setting or Changing Properties of Drawing Object
To set the properties before drawing the object:
Step 1 From the Drawing Toolbar, select the object you want to draw.
Step 2 From Drawing Object Properties Toolbar, click on the icon of
property to be modified.
Step 3 Change the value of parameter.
Step 4 Repeat steps 2 and 3 to change all desired properties.
Step 5 Draw the desired figure.
When properties are modified before creation, it is known as
setting default value(s).
Changes done in properties of an object, before
creating it, are available only for current session.
Steps for changing properties of the object after drawing it:

Step 1 Select the object whose properties are to be modified.

Step 2 Follow steps 2 to 5 of the previous process of setting Properties
before drawing an object.
Resizing and Grouping objects
Follow the given steps to resize a drawing:

Step 1 Select the object to be resized. All eight handles on the

corners and edges will be visible.
Step 2 Click on any of the handles and drag it to its new place. The
object will be scaled up or down, depending on your action.
Step 3 For resizing and maintaining original shape of drawing, use
corner handles.
Grouping drawing objects
LibreOffice Writer allows grouping different shapes, to behave as a
single entity without affecting their size and position.
Once grouped, all shapes belonging to that group become its
member and a change applied on one member works on all.

Step 1 Select the object by clicking over it.

Step 2 Hold the Shift key and keep on selecting all other objects by
clicking on it to be included in the group.
Step 3 Select a group tool from Drawing Object Properties Toolbar.
Alternatively, selecting from main menu Format > Group >
Group will also do same work.
Step 4 This process will group the selected drawing objects.
Positioning Image in the Text
Once the task of creating, formatting, resizing and grouping the
drawing object is complete, it has to be positioned in the document
with text and other image or drawings.
Positioning of an image is controlled by four settings.
(i) Arrangement
(ii) Anchoring
(iii) Alignment
(iv) Text Wrapping
These settings can be accessed using three ways – by using Format
menu, by using context menu after right clicking on the object, by
using Drawing Object Properties Toolbar for changing the
properties of the drawings.
Positioning Image in the Text
Arrangement
In Overlapping objects arrangement determines the position of the
current drawing with respect to other drawings or text.

Image/
Drawing
Objects

Drawing
Objects
Positioning Image in the Text
Anchoring
It acts as a reference point for image or drawing. Anchoring allows an
image to retain its position to a page, paragraph, character or frame.
Image can be anchored to Page, Paragraph, Character or Frame.
So whenever a page, paragraph, character or frame is aligned,
the anchored image moves along with it.
Positioning Image in the Text
Alignment
It allows the vertical or horizontal placement of the image with
respect to its anchor. Alignment tools are located under Drawing
Properties Toolbar.
Text Wrapping
It allows the placement of image in relation to text. Text Wrapping
tools are available under Drawing Object Properties Toolbar.
Hierarchy of Headings
LibreOffice Writer supports up to 10 levels of headings H1 to H10.
Steps:
Step 1 Create a new document in LibreOffice Writer and enter the text,
Heading 1 to Heading 10.
Step 2 Click the Styles button on the right sidebar, select Paragraph Styles
➔ Headings. A list of headings from Heading 1 to Heading 10 will
appear.
Step 3 Place the cursor on "Heading 1" as typed in the document, then click
on "Heading 1" from the Styles dialog to apply “Heading 1" style.
Step 4 Similarly, place the cursor on "Heading 2" in the document, then click
"Heading 2" in the Styles dialog to apply the "Heading 2" style.

Step 5 Repeat this for "Heading 3" to "Heading 10" to apply the
corresponding styles to each heading.
Creating a Table of Contents (ToC)
Step 1 Open the document.
Step 2 Assign proper heading styles to the various headings from the Styles
dialog box.
Step 3 Place the cursor at the position where the table of contents is to be
inserted.
Step 4 From main menu, select Insert ➔ Table of Contents and Index ➔ Table
of Contents, Index or Bibliography. The Table of Contents, Index and
Bibliography dialog box will be displayed.
Step 5 In the "Title Text Box," you can change the default name "Table of
Contents" by typing a new name.
Step 6 Click OK button. The “Table of Contents” will be inserted in the
document.
“Ye thory vala part important hota hai dhyan se padhna

By default, the checkbox for Protected against Manual Changes option is

selected. This protects the ToC from any accidental change. If this box is
unchecked, then the contents of ToC can be changed directly on the document
page, just like any other text on the document.
In the Create Index box, the Entire Document option is selected by default.
So the ToC will be automatically created from the headings and sub-
headings of entire document.
A maximum of 10 headings is supported, but this can be adjusted based
on the number of headings you need to include in the table of contents.
Customisation of ToC

Right click anywhere on the ToC and select Edit Index option from the
popup menu.
The Table of Contents, Index or Bibliography dialog box will be displayed.
The dialog box has five tabs – Type, Entries, Styles, Columns and Background.

Type Tab: Active by default after opening the Table of Contents, Entries or
Bibliography dialog box to insert the ToC.

Entries Tab: Contains options to set styles for various entries in the
ToC.

Styles Tab: Contains options to apply the desired custom styles to

the text of each level.
Steps to apply a custom style

Step 1 Click and select the level from the Levels list box.

Step 2 Click and select the desired paragraph style from the Paragraph
Styles list box.

Step 3 Click OK button to apply the selected styles.

Note:- To remove the applied paragraph styling, select the desired level in
the Levels list box, and then click the Default button.

Columns Tab: Contains options to set the number of columns that we

want to have in our ToC.

Background Tab: Contains options to change the background of the ToC.

Steps to change the background color

Step 1 Click the Color button on the top of the dialog box.
Step 2 Select the desired color from the Colors palette.
Step 3 Click OK to apply the desired color to the ToC.

Note:- To remove the background colour from the ToC, click None button
present on the top of the dialog box.

LibreOffice Writer also allows to add a graphic as a background of the ToC.

For this, Select Bitmap button in the Background tab ➔ Select desired
graphic option ➔ Click OK button .
Maintaining a Table of Contents

As new content is added and old content is removed, headings and page
numbers in the document may change. These updates will only be reflected
in the ToC when it is updated.
Updating the ToC
LibreOffice Writer does not update the ToC automatically.

Steps to update a ToC manually

Step 1 Right-click anywhere in the ToC.
Step 2 Select Update Index option. This will update the ToC.

Deleting the ToC

To delete the ToC, right click on the table and select Delete Index option from
the pop-up menu. The ToC will be deleted.
Using Templates

A template is a preset layout that helps to create professional and formal

documents easily.

Example:
In our school, we use a report card with a predefined layout.
The layout includes School logo, Student name, Marks organized in a
table format, listed subject-wise.
We save this layout as a template.
With the template, we only need to enter each student's specific data to
create a new report card document.
Without the template, designing the report card from scratch every time
would be time-consuming.
Checking the template of the document
To find out which template is associated with a document, select
Properties option from the File menu.
The Properties dialog box will be displayed, this will display the teplate
associated with the current document.
If the document was created from the default template, no template
name will be displayed.

Steps to create a document with template

Step 1 Create a new document from File > New > Templates.
Step 2 A template selection window will be displayed, then select a template.
Step 3 Click on Open button, a document with the selected template will open.
Step 4 Now check the template of the created document from File >
Properties. Observe that the template name is displayed under
Template in the Property Dialog box.
Creating a Template

Step 1 Open the document in LibreOffice Writer whose template is to be created.

Step 2 From main menu bar, select File > Templates > Save.
Step 3 Type the name of the new template in Template Name text box.
Step 4 Select the category of the template being created.
Step 5 Click and select Set as default template checkbox to make the current
template as the default template.
Step 6 Click Save button to save the template.

Note:- A template in Writer is saved with an extension .ott.

Using In-built/Saved Templates
Step 1 Open a new document in LibreOffice Writer.
Step 2 From main menu bar, select File > Templates > Manage Templates. Or use
the keyboard shortcut key Ctrl+Shift+N to open the Templates dialog box.
Step 3 Select the desired template, and click Open button.
Step 4 Make the desired changes and save the file.

Using Online Templates

Step 1 From main menu, select File > Templates > Manage Templates.
Templates dialog box will be displayed.
Step 2 Click on Browse Online Templates button on the bottom left of the
Templates window.
Step 3 Download the desired template and save it on your computer.
Step 4 Open LibreOffice Writer.
Step 5 Click File > Templates > Open Template. And open the template.
Step 6 Make the desired changes and Save the file.
Importing a Template
Once a template is downloaded and saved in any file or folder, it is possible to
import it so that it is visible in the list of templates in the Templates dialog box.

Step 1 Open the Templates dialog box.

Step 2 Click Import Templates button located in bottom right corner of the
dialog box then Select Category dialog box will open.
Step 3 To add the new template into any existing category, click and choose
that category from the list box. Otherwise click and select Create a
New Category check box.
Step 4 Type the name of new category in the text box.
Step 5 Click OK button. The Open dialog box will appear.
Step 6 Select the file and click Open button. The selected file will be added to
the list of templates.
Editing a Template
Step 1 Click File > Templates > Manage Templates. The Templates dialog
box will be displayed.
Step 2 Right click on the template file that has to be edited.
Step 3 Select the Edit option from the popup menu. The template file will be
opened. Make the desired changes and save the file.
Now if we apply this template for any document, the edited file will be used.

Setting Up a Custom Default Template

Step 1 Open the Templates dialog box by pressing Ctrl+Shift+N.
Step 2 Right click on the template that you wish to set as the default template.
From the popup menu, select option Set as Default. The default icon
will appear on the top left of the template file.
Step 3 The next time you create a new document by selecting File > New >
Text Document, the new document will use the last edited template.
Moving a Template

Step 1 Open the Templates dialog box.

Step 2 Click and select the template to be moved.
Step 3 Click Move button.
Step 4 Select the new category where the template has to be
moved.
Step 5 Click OK button.
Exporting a Template

Export template feature allows to store the template file in the

desired folder on your computer.
It is a useful feature for sharing the templates with multiple users.

Step 1 In the Templates dialog box, select the template to be exported.

Step 2 Click on Export button located in the bottom right of the
dialog box.
Step 3 Then the Select Path dialog box appears. Select the folder
where you want to export the template.
Step 4 Select the folder and press on OK button. The selected
template will be exported in that folder.
Applying Templates to a Blank Document

Step 1 Open a new document in LibreOffice Writer by selecting File > New >
Text Document.
Step 2 Select File > New > Templates to display the Templates dialog box.
Step 3 Select the desired template. The template will be opened in a new
window.
Step 4 Copy the entire content of the template by using keyboard shortcut
key Ctrl+A for selection and Ctrl+C to copy.
Step 5 Open the blank document and paste the copied content of the
template by using keyboard shortcut key Ctrl+V.
Step 6 Add or delete the content as desired and save it as a text file.
Track Changes Feature
The Track Changes feature of Writer offers a method to keep a record of
all the changes made in the original document.
All the changes that are recorded can be either accepted or rejected by
the original author.
This feature also gives us the option to add comments while reviewing a
document.
To view the Track Changes toolbar, from main menu bar, select View >
Toolbars > Track Changes. The Track Changes toolbar will appear in the
bottom left corner of the Writer window.
Various buttons present on the Track Changes toolbar

View Track Changes

Clicking on this button displays all the changes made in the document
by different users.
Record Track Changes
Clicking on this button, turns on the Track Changes feature. After this, any
sort of editing done will be marked.

Previous Track Changes/Next Track Changes

Click on these buttons to navigate between the changes.

Accept/Accept All Track Changes

Once the editing is done, the original author may accept the change made to
the document by clicking Accept All Track Changes button.
Reject/Reject All Track Changes
The original author of the document may reject a single change or all
changes made to the document by clicking Reject All Track Changes button.

Manage Track Changes

By clicking on this button the Manage Changes dialog box is displayed, which
contains a detailed list of all changes made to the document

Insert Comment
This button is used to add a comment in a document.
Preparing a Document for Review
Track Changes feature is used when a document is shared with one or
more users for review or editing purposes.
So, before the document is shared, one should make sure that the
changes made should be recorded.
For that, select Edit > Track Changes >Record option.
Alternatively, select the Record button from the Track Changes toolbar. To
make sure that no user is able to disable the track changes option, we
can protect the document with password.

Steps to set the Password

Step 1 Create a new document in LibreOffice Writer. From the main menu, select Edit
> Track Changes > Protect option. The Enter Password dialog box will appear.
Step 2 Enter the Password and click on OK button.
After protecting the document with password, if any user tries to disable
the Track Changes feature, Writer will prompt to enter the password.
Recording Changes
Once the Track Changes features is ON, to record the changes, press
Ctrl+Shift+C.
Alternatively, Click Edit > Track Changes > Record option.
To stop recording, Click Edit > Track Changes > Record or click the Record
button on the toolbar.
Accepting and Rejecting Changes

Once the changes are made by all the reviewers, the original author may
accept or reject them.
Step 1 To accept or reject a change, click on the change made and then
select Accept Track Change / Reject Track Change button.
Step 2 To navigate between the changes click Previous Track Changes and
Next Track Changes buttons.
Step 3 To accept or reject all the changes made, select Accept All Tracked
Changes / Reject All Tracked Changes button respectively.
Step 4 If Manage Track Changes button is clicked, a Manage Changes
dialog box appears. It contains the details of all the changes made in
the document. The dialog box contains buttons to accept and reject
changes as well.
Adding Comments
To add comments while reviewing, we can use the Track Changes toolbar as
well. Click at the place in the document where the comment is to be placed.
Step 1 Click Insert Comment button on the Track Changes toolbar. A
comment box will be inserted on the right side of the window.
Step 2 Type the comment.
Step 3 Once done click anywhere on the document to activate it.
Note:- If more than one or two of users add comments then the comments
by different users will be shown in different coloured comment boxes.

Deleting Comments
To delete any comment, click on the down arrow on the bottom right of the
comment box. A popup menu will be displayed and it gives the option to
delete only the current comment, all comments by a particular author and
to delete all comments. Select the desired option.
Comparing Documents

Once the reviewers have made the changes and given their
comments, Writer allows to compare the original document with
the reviewed document.
Step 1 Open the edited document.
Step 2 Select Edit > Track Changes > Compare Documents option.
Step 3 The Compare To dialog box will appear. Browse and select
the original file to be compared.
Step 4 The Manage Changes dialog box is displayed.Accept or
reject the desired changes.
Step 5 Close the dialog box and Save the edited file.
Consolidating Data

Consolidate is a function used to combine information from multiple sheets

of the spreadsheet into one place to summarize the information. It is used to
view and compare variety of data in a single spreadsheet for identifying
trends and relationships.

You need to check the following before consolidating data:

• Check that the data types must match which you want to consolidate.
• Match the labels from all the sheets which are used for consolidating.
• Enter the first column as the primary column on the basis of which the data
is to be consolidated.
Consolidating Data
Step 1: Open the spreadsheet which has the data to be consolidated &
Create a new sheet where the data has to be consolidated.
Step 2: Choose Data > Consolidate option that will open Consolidate dialog box.
Step 3: The default function “Sum” is seen in the Function drop-down.
You can choose the required function from the drop-down list.
Step 4: Click and select the range from the sheet which is to be consolidated.
Step 5: Click on Add to add this range under the ‘Consolidation ranges’.
Step 6: Click on the cell of sheet where the final data has to be produced.
Step 7: Click on Options, the option consolidate by rows and columns are
checked to consolidate data as per row labels and column label. Link to source
data is checked to make the modification automatically in the consolidated
(target) sheet while making any changes in the source data.
Step 8: Finally click on OK button.
Groups and Subtotals
Group and Outline in Calc is used to create an outline of the selected data
and can group rows and columns together so that one can collapse (-) to
hide it or expand (+) it using a single click on it.
Select the data to be grouped, click on Data>Group and Outline. Then
choose Rows to group the data on the basis of rows or columns to group
it on the basis of columns.
Groups and Subtotals
The Subtotal tool in Calc creates the group automatically and applies common
functions like sum, average on the grouped data.
Step 1: The sheet where this is to be applied must have labels to the column.
Step 2: Click on Data menu and choose Subtotals.
Step 3: Choose the column in the Group by list in the subtotal dialog which is to
be used for grouping the data in the sheet.
Step 4: Select the column by clicking the checkbox under Calculate subtotals
for to create subtotals for.
Step 5: Select the desired function by clicking the function under Use function.
Step 6: Use the 2nd Group and 3rd Group tabs to group the data in further levels.
Step 7: Click on OK button.
What-if Scenarios
A What-if Scenario is used test different possibilities in a spreadsheet by
changing inputs to see how they affect the results, helping you decide the
best option. It is used to explore and compare various alternatives
depending on changing conditions. It can be used in the beginning of any
project to optimise the output.

Follow the following steps to create scenario:

Step 1: Select the cells which contains values in the sheet that needs
to be changed.
Step 2: Choose Tools>Scenarios will open scenario dialog window.
Step 3: Enter a name for the new scenario and leave the other fields
unchanged.
Step 4: Click on OK button.
What-if Analysis Tool
What-if tool uses Data > Multiple Operations and is a planning tool for
what-if questions.
It uses drop-down list to display the output depending upon the input.
What-if Analysis Tool
Following steps are used for what-if analysis tool:
Step 1: Enter the data in the cells and then enter a formula to calculate a
result from values in other cells.
Step 2: Create an array of input values on the basis of which the output is to
be generated using the formula.
Step 3: Select the cell range of input array and output array.
Step 4: Click on Data>Multiple Operations will display the multiple operations
dialog window.
Step 5: Enter the cell address in the Formulas box from the sheet which
contains the formula.
Step 6: Now, enter the cell address of the cell which is a variable and is used in
the formula in Column input cell box.
Step 7: Click on OK will generate all the possible outputs based on the formula.
Goal Seek
In general we fill in the values in the cells and then create formula on these
values to get the required result. To predict the output, we keep on changing
all the input values to obtain the desired output.
Goal Seek helps in finding out the input for the specific output.
Step 1: Enter the values in the worksheet.
Step 2: Write the formula in the cell where the calculation has to be used.
Step 3: Place the cursor in the formula cell, choose Tools > Goal Seek.
Step 4: Place the cursor on the Variable cell box and click on the cell that
contains the value to be changed.
Step 5: Enter the desired result in the Target value box.
Step 6: Click on OK button.
Solver is a more elaborate form of Goal Seek.
Recording a Macro
A macro is a single instruction that executes a set of instructions.
A sequence of actions such as keystrokes and clicks can be recorded and
then run as per the requirement.
By default, the macro recording feature is turned off when LibreOffice is
installed on your computer.
Select Tools > Options > LibreOffice > Advanced. Observe the Optional
Features. There are two options which are not check marked. Put the
checkmark on the option “Enable macro recording”.
The Record Macro option found under Tools > Macros will be visible now.
The Macro records all the keyboard and mouse actions, but
the following actions are not recorded:
Actions carried out in another window than where the recording was
started are not recorded.
Actions that are not related to the spreadsheet contents.
Opening of windows.
Window switching.

The macro recorder works only in Calc and Writer.

Recording a Macro
Step 1: Click on Tools > Macros and then click on the Record Macro option.
Step 2: Now start taking actions that will be recorded.
Step 3: Once you click on Record Macro option, recording of actions starts
and a small alert will be displayed. Clicking on “Stop Recording” button will
stop the recording of actions.
Step 4: This will open the Basic Macros dialog window to save and run the
created macro.
Step 5: The name of the macro by default is Main and is saved in the Standard
Library in Module1. You can change the name of the macro.
Step 6: Click on Save button.
Rules for naming a Macro, Module or a Library:
The name should :
• Begin with a letter
• Not contain spaces
• Not contain special characters except for _ (underscore)

Running a Macro
Step 1: Type the heading in cell A1.
Step 2: Use Tools > Macros > Run Macro to open the Macro Selector dialog box.
Step 3: Select the library and module in the Library list.
Step 4: Select the macro in the Macro name list.
Step 5: Click Run to run the macro.
Creating and Organising a Simple Macro
Use the following steps to organize the macro:
Step 1: Click on Tools > Macros > Organize Macros > LibreOffice Basic to open the
LibreOffice Basic Macro dialog window.
Step 2: Click Organizer to open the Basic Macro Organizer dialog.
Step 3: To create a new library containing modules, click on Library > New.
To create a module to store a macro, Choose the Modules Tab & select a
Module. Click on New.
Macro as a Function
Consider a situation wherein you need to perform calculations that are
repetitive in nature. Assume that the same formula needs to be applied to
different data in different sheets and there is no predefined function for it.
It is possible to do so if we use Macro as a function.
A function is capable of accepting arguments or values. It can perform
operations on the arguments, perform calculations and return the result.

Syntax
Setting up Multiple Sheets
To add a new sheet in the spreadsheet, click on the Add Sheet by clicking on
the (+) sign located in the left bottom of the spreadsheet.
Alternatively, you can right click anywhere on the sheet tab and select Insert
sheet option from the drop-down list.
Insert Sheet dialog box can be invoked from the menu option Sheet > Insert Sheet.

You can also enter a sheet from an already existing file.

Step 1 Click on the From File option in the Insert Sheet dialog box.
Step 2 Click on Browse.
Step 3 Select the file, and then choose the sheet you want.
Step 4 Click OK.
Cell Reference
By referring to cells, you can use their values without having to type them
repeatedly.
In a spreadsheet, every cell has an address that we use to refer to that cell.
A1
Cell references can be made within the same sheet
A B
or across sheets in a spreadsheet file.
1
When we change data in a cell, any cells that reference it 2
will update automatically. 3
This ensures that all related information stays accurate.
The changes are reflected in real-time across the
spreadsheet.
Steps to take a Cell Reference
Step 1 Open your spreadsheet, and lick on the cell where you want the
referenced value to appear.
Step 2 Click on the Formula Bar at the top, and Type = to begin entering the
reference.
Step 3 Navigate to the sheet that contains the cell you want to reference.
Step 4 Click on the cell whose value you want to display in the destination
sheet.
Step 5 Press Enter to apply the reference.

To Take Reference Using the keyboard, type this on the formula bar:
=$’Sheet_Name’.cell_address.
Cell Reference from Another Spreadsheet File

Step 1 Open the spreadsheet where you want to reference a cell.

Step 2 Click on the desired cell, then click on the Formula Bar and type =
Step 3 Open the other spreadsheet (the one containing the cell you want to
reference).
Step 4 Click on the specific cell you want to reference. The formula will
automatically update with the file name and sheet reference.
Step 5 Press Enter or click the green checkmark to confirm the reference.
Hyperlinks to the Sheet
A hyperlink is a clickable link that takes us to another location within a
spreadsheet, document, cell, sheet, file, or even another webpage on the
internet.
A hyperlink is helpful for quick navigation and easy access to related data.

Absolute and Relative Hyperlinks

An absolute hyperlink stores the complete location where the file is stored. It
works as long as the target location remains unchanged.
A relative hyperlink stores the location with respect to the current location.
It works as long as relative location remains unchanged.
 Absolute Hyperlinks Relative Hyperlinks
Stores complete destination address. A relative hyperlink stores the path
relative to the spreadsheet’s location,
meaning it may break if the spreadsheet
ABSOLUTE
HYPERLINK
ABSOLUTE
HYPERLINK is moved to a different folder.
OF FILE B OF FILE B

Relative Relative
FILE A FILE A HYPERLINK HYPERLINK
OF FILE B
FOLDER bat OF FILE B

FILE A FILE A
FOLDER bat
target
location same
FILE B
FILE B
FOLDER bob FOLDER bob
FILE B
If the target file moves to different location, FILE B
then only the absolute link will break. FOLDER bob FOLDER bob
Creating Hyperlinks

Step 1 Open the spreadsheet document, and click on the cell where you want
to insert the hyperlink
Step 2 Go to Insert > Hyperlink to open the Hyperlink dialog box.
Step 3 Choose the link type (Web, Document, Mail, or New Document)
Step 4 Enter the link details (URL, file path, or sheet reference).
Step 5 Set the display text for the hyperlink.
Step 6 Click Apply and Close to save the hyperlink.
Hold Ctrl key on keyboard and then click the hyperlink to open it.
Editing a Hyperlink

Step 1 Right-click on the hyperlink in the spreadsheet.

Step 2 Select "Edit Hyperlink" from the context menu.
Step 3 Modify the link details (URL, file path, or sheet reference) in the dialog box.
Step 4 Update the display text if needed.
Step 5 Click "Apply" and "Close" to save the changes.
On clicking the Remove Hyperlink option, the link will be removed from the text .
Linking to External Data
Internet is a rich source of information, which is stored in the form of web pages
that allows us to insert tables from HTML documents into Calc.

Step 1 Open the spreadsheet where you want to insert external data.
Step 2 Select the cell to store the first cell of the table in the external data.
Step 3 Go to Sheet > External links from the main menu.
Step 4 Enter the URL of the source document in the dialog box and press Enter.
Step 5 In the import options dialog box choose the language. Selecting
Automatic shows data in the same language as in the webpage.
Step 6 Click OK to complete the process
Linking to Registered Data Sources
LibreOffice Calc allows us to link spreadsheet documents with databases and
other data sources.

Step 1 Select Tools > Options > LibreOffice Base > Databases. The Options -
LibreOffice Base-Databases dialog box appears.

Step 2 Click the New button to open the Create Database Link dialog box.
Step 3 Enter the location of the database file, or click Browse to open a file
browser and select the database file.
Step 4 Type a name to use as the registered name for the database and click
OK. The database is added to the list of registered databases.

Go to View > Data Sources, to view the data sources.

Sharing Spreadsheet
In LibreOffice Calc, one spreadsheet can be used by more than one user at a
time by sharing it.
It saves the trouble of keeping track of multiple copies of the same spreadsheet.
Sharing allows working in collaboration so that everyone can contribute, make
changes and view it.
Sharing Spreadsheet
Step 1: Open a new spreadsheet and save it with some name.
Step 2: Click on Tools > Share Spreadsheet from main menu bar.
Step 3: Click on the checkbox “Share this spreadsheet with other users” &
click on OK button.
Step 4: Click on Yes to continue on confirmation dialog window to activate
the shared mode.
Once the spreadsheet is saved, the name of the spreadsheet in the title bar
will display (shared) along with the name of the spreadsheet.
Opening a Shared Spreadsheet
When opening a shared spreadsheet, a message will indicate that it is in
shared mode, with limited features. Click OK to proceed.
Tick "Do not show warning again" if you don't want this message to reappear.
Saving in shared mode restricts features such as Undo, Redo, Paste, and Links
to External Files (visible under the Edit menu).

Saving a Shared Spreadsheet

Save Changes: Save the spreadsheet after making changes before closing it.
If multiple users make changes without conflict, a message will confirm the
updates.
If changes conflict, a dialog box will appear to help resolve the conflict.
Other users cannot save the spreadsheet while you are resolving conflicts.
If another user is resolving conflicts, you will be notified that the file is locked,
and saving will not be possible.
 Recording Changes
Record Changes feature of LibreOffice Calc provides different ways to record
the changes made by one or other users in the spreadsheet.
Step 1: To enable the Record changes, first disable the shared mode of spreadsheet.
Step 2: Click on Tools > Share Spreadsheet from main menu bar.
Step 3: In the Share Document dialog window, remove the check-mark on the check
box, “Share this spreadsheet with other users”, and click on OK button.
Step 4: Now Click on Edit > Track Changes > Record.
Step 5: Apply the changes, and observe that the border colour of the cell in which
data has been changed turns to red. Also, the changed cell will display the
description if the cursor moves to the changed cell.
Add, Edit and Format the Comments

Adding comments helps explain the data so others can understand.

It makes teamwork easier by sharing ideas or notes directly in the sheet.
Comments also help avoid mistakes and keep track of changes.
Step 1: Click on Edit > Track Changes > Comment in the main menu bar.
Step 2: This will open the Add comment window. Then enter your comments.
Step 3: Now to view the entered comment, click on the cell.
You can also insert comments to a cell.
Step 1: Click on the cell where you want to insert comments. Then select from
main menu Insert > Comment
Step 2: The box will appear to write the comment. This type of comments is
known as notes or suggestions in the spreadsheet. (Coloured dot on the cell)
Step 3: Once the comment is added, you can display, edit or delete it. Right click
on the cell where you have inserted the comments then select desired option.
Formatting Comment

Formatting Comment means changing the background colour, border style,

and transparency of a comment.

Step 1: Right click on the cell where the comment is added.

Step 2: Select the option “Format cell”.
Step 3: You can apply the various formatting features as desired and click on OK
button to apply the changes. Observe the desired formatting features applied to
the comment box.
Reviewing Changes – View, Accept or Reject Changes
In the final stage, we will go through the changes to accept or reject to prepare the
final spreadsheet after looking at all the changes made by the team members.
Step 1: Select and click on Edit > Track Changes > Show. It will open the
Show Changes dialog window.
Step 2: This is used to plan what all changes are to be displayed while
reviewing the spreadsheet.
Step 3: Click on Edit > Track Changes > Manage to accept or reject the changes
It will display the Manage Changes dialog window.
Step 4: In this dialog window, click on the line and click on Accept or Accept All
or Reject All button to review the changes.
Step 5: Click on Close button once the review is done.
Merging and Comparing
If the same spreadsheet is reviewed by different team members and you
have two different versions of the same spreadsheet file.
Follow the following steps to merge document -:
1. Open the file where you want to merge the changes.
2. Click on Edit > Track Changes > Merge Document.
3. In the Merge With dialog box, select the second file to be merged & click Open.
4. After merging, the Manage Changes dialog will display the changes, allowing
you to review them.
5. Click on Accept All to apply all changes from the second file into the main file.
6. After merging, verify that the main file now contains the combined data
and changes from both files.
 Comparing Documents
Comparing two documents in LibreOffice Calc involves identifying differences
between two spreadsheet files, such as changes in data, formulas, or structure.
It helps review changes by different users, track updates, and ensure accuracy
and consistency.
1. Open the primary spreadsheet file that you want to compare.
2. Go to Edit > Track Changes > Compare Document.
3. In the Compare to dialog box, select the second spreadsheet file & click Open.
4. The Manage Changes dialog box will appear, showing the differences.
Review the changes and click Accept to apply them.
5. Click on the Close button to exit the Manage Changes dialog.
 Database Management System
Using LibreOffice Base
Data and Information
Data are raw, unprocessed facts and figures that have no specific
meaning on their own.
Example: "25, 30, 45, Ayush, January, 85%"
Information is processed, organized, or structured data that has meaning
and is useful for decision-making.
Example: "Ayush scored 85% in January, and his average score is 45."

DATA INFORMATION
Raw, unprocessed Processed, meaningful
Databases and DBMS
A database is a collection of logically related data items stored in an
organised manner. The information being stored in a database can be added,
modified, deleted or displayed according to the requirements of the user.
OR
A database is an organized collection of data that is stored and managed
electronically. It allows users to easily store, retrieve, and modify
information. Examples: Storing library records.

DBMS
The software that is used to create, update and retrieve data from a
database is known as database management system (DBMS).
It facilitates planning and maintenance of the database for the user.
For Example: MS Access, LibreOffice Base, Oracle, MySQL.
Advantages of DBMS:
Organised Storage – The data in the database is stored in an organised
manner, so the retrieval of required data is fast and accurate.

Data Analysis – A database helps in analysis of data. It is easy to find

out maximum or minimum value, average or mean using a database.

Data Sharing – If the same data set is required for different

applications then the database can be shared with other applications.

Minimal Data Redundancy – DBMS stores each piece of data only once,
reducing unnecessary duplication and inconsistencies.

Data Consistency – By minimising data redundancy, chances of

inconsistent data being stored is reduced. For example, it should not
happen that the name of the student is changed in one table and not
in another. Such inconsistency is reduced by using a DBMS.
Increases Efficiency – Since database tables are properly organised,
saving, reading and searching data can be carried out efficiently.

Increases Accuracy – Since data redundancy and inconsistency can be

minimised in a database, the data is retrieved accurately from the
database.

Increases Validity – Properties of different data fields can be assigned

when a database is planned. So whether or not valid data is being
entered can be checked at the data entry stage. This increases the
validity of the database. For example age > 0.

Security – Unauthorised access can be controlled by assigning

passwords to the users. The data might be translated in such a manner
that unauthorised users are not able to read it. This is known as
encryption. Both these measures increase the security of the database.
Data Models
A database can be designed in different ways depending on the data being
stored. This structure of database is known as data model that describes
the manner in which data will be stored and retrieved. There are different
data models such as hierarchical data model, network data model and
relational data model.

Hierarchical Data Model

In this model the data is organized into a
tree like structure. The data is stored in the
form of records. A record is a collection of
fields and its data values. All these records
are linked to each other at various levels,
thereby forming a hierarchy.
For example, the data of a company is
stored using a hierarchical data model.
Network Data Model
The Network Model in DBMS is a database model that organizes data in a
way that records are connected to one another through relationships
represented as links. These links allow for complex many-to-many
relationships between records, making the model more flexible compared
to other models like the hierarchical model. In this model, data is structured
as a graph or network, where nodes represent records (entities) and edges
represent relationships between them.
Relational Data Model
This data model is based on the principle of setting relationships between
two or more tables of the same database. It is the most commonly used
database model.

The data elements are stored in different

tables made up of rows and columns.
The data in different tables are related
through the use of common fields.
So relations are set between tables
based on common fields. That is why this
model is termed as relational database
model.
Relational Database Terminology
Entity It is a real world object about which information is to be stored in a
database. Each entity is a collection of these attributes associated with it.
For example, if we want to store information about an entity Student in a
school, then we need to have his admission number, roll number, name,
father’s name, date of birth, etc. These details associated with the entity
are called attributes.

Table It is a collection of related data stored in a structured format,

consisting of rows and columns.
For example, the Employee table can have columns, namely name,
designation, department and have records or rows having data of 100
employees.
Field or Columns or Attributes
A field is the smallest entity in the database. A collection of fields make a
record, a collection of records make a table and a collection of tables
make a database. A field holds the data values of one type of data.
For example, in the Employee table the field “Emp Name” will hold the
names of employees of an organisation.

Data Values
Data values are the raw data represented in numeric, character or
alphanumeric form. Examples of data values are ‘Saurabh Bhatt’, ‘21’
‘readers venue’, “Uttarakhand”, “03-01-2024”, etc.

Record or Row
A record holds the data values of all the fields for a single person or object
in a table. It is presented as rows within a table.
Super Key
A super key is a column or a combination of columns that can uniquely
identify each row in a table.

Candidate Key
A candidate key is a minimal super key, meaning that it is a set of
columns that uniquely identifies each row in a table and cannot be
reduced further without losing its uniqueness property.

Primary Key
A primary key is a column or a set of columns in a database table that
uniquely identifies each row. It ensures that no two rows have the same
value in the primary key column(s), and it cannot contain null values.
In a table we use more than one fields to identify a record, it is known as a
composite key.
 Super key mei vo saare attribute aa
jayenge jo har ek row ko uniquely identify kar
sake ( jaise aadhar card + pancard + name +
SUPER KEY phone no. + address.. in sab ka combo).
CANDIDATE
KEY
Ab super key mein extra attributes bhi hai
unko hata ke dekhe toh shirf aadhar card ya
pan card bhi toh ek insaan identify kar skta
Primary Key
hai baaki attribute ki kya jarurat.

Toh candidate key 1 - Aadhar card,

2 - pancard.

Out of all candidate keys ek ko primary key

choose kiya jaata hai.

Candidate keys mein se jinhe as a primary

key nahi choose kiya unhe alternate keys
kehte hai.
Key differences:
A super key can be any set of columns that uniquely identifies each
row, whereas a candidate key is a minimal super key.

A primary key is a chosen candidate key that is designated as the main

identifier for each row.

A table can have multiple candidate keys, but only one primary key.

Alternate Keys
It is a candidate key that is not chosen as the primary key, but can still be
used to uniquely identify each row.

Foreign Key
A foreign key is a field (or a combination of fields) in one table that refers
to the primary key in another table. It establishes a relationship between
two tables, ensuring data integrity by linking the records.
Objects of RDBMS
In DBMS, objects are the structures or components used to store and
manage data. They help organize, retrieve, and manipulate data efficiently.

Some key database objects:

Table It is the primary object used to store data in rows and columns.
Forms A form is a feature of a database using which we can enter data in
a table in an easy and user friendly manner. A form consists of text
boxes, checkboxes etc. The data entered through the forms is
stored in tables.
Queries A query is used to retrieve, update, or manipulate data stored in a
database. For example - SELECT * FROM Students.

Reports These are formatted and organized representations of data

retrieved from the database. Reports are used to extract and
display specific data in a meaningful and useful way, often for
decision-making, analysis, or informational purposes.
 Starting with LibreOffice Base
Data Types
A data type refers to the type of data that will be stored in that particular
field. The memory size of a field varies according to its data type.

For example, names are stored in the form of text, age in numbers, fees
in decimal numbers, date of birth in date format and so on.

Text Data Type

The text data is a combination of letters, numbers or special characters.
No arithmetic calculations can be performed on text data. Examples of
text data type is PAN Card Number, Name, Marks, etc.
Numeric Data Type
Numeric data types consists of numbers. The numbers can be integer
or real numbers on which any type of arithmetic calculations can be
performed. For example, 10, -34.8, 90.6789 , -86 are of numeric data type.
Currency Data Type
The currency data type indicates the monetary values and can be stored
using currencies of various countries. For example $100, £ 500 or Rs. 25.50.

Date Data Type

This data type is used to indicate dates and time. For example 12/25/2019,
08:45 AM. The data and time can be stored in various formats.
Boolean
In boolean data type there can be only two values- True or False. This also
can be given in multiple formats like Yes/No, True/False, On/Off.

Binary
The Binary data type used to store digitized images and sounds that
comes as long string of zeros and ones.

Now let’s start using LibreOffice Base...

Follow the following steps to create the database.
1. Search for LibreOffice Base application and open it.
2. A Database Wizard open, it allows you to create a new database or open
an existing database.
3. Click Create a new database radio button or select Open an Existing
Database option to select the existing database to be opened. Then click
Next button.
4. Here, If we register the database, then our database is made public and
hence can be accessed by other people. This step also asks whether
you want to open the database for editing or want to create a table using
the wizard.
5. Click Finish button, the Save As dialog box appears. Browse for the drive
and folder where you want to store your database. Type the name in the
File name text box. Then, Click Save button. The database in Base is saved
with an extension .odb. If no name is given to the database, then it is
saved with a default name as NewDatabse.odb.
User Interface of LibreOffice Base
Title Bar – The title bar displays the name of a database and an application
in which it is made. The windows buttons to maximize, minimize or close
the window are located on the right corner of the title bar.
Menu Bar – The menu bar appears below the title bar. It consists of seven
menu items – File, Edit, View, Insert, Tools, Window and Help.
Standard Toolbar – It is located below the menu bar. It is used to access
frequently used tools.
Status Bar – It is located at the bottom of the interface window. It displays
information about the type of view of the object in the database.
Database Pane – The database pane is located on the left side of the
window. Depending on the object that is selected, the respective Task
Pane and Object Area displaying the created object appears.

THIS IS NOT IMPORTANT

Opening a Database
To open an already created database, click File > Open.
The Open dialogue box appears. Select the desired database and click on
Open button.
Use the keyboard shortcut key Ctrl+O to open an already existing
database.
Creating a Table using a Wizard
Choose "Create tables using the table wizard" when creating a new
database or select "Use Wizard to create a table" from the Tasks Pane.
In the Table Wizard, choose a table template from the Sample tables list
(e.g. "Customer") in the drop-down menu.
Move desired fields from Available Fields to Selected Fields using the >
button. To add all fields, use the >> button.
Click Next to configure data types and formats for each field as required.
Click Next, and specify the primary key for your table (e.g. set
"CustomerID" as the primary key).
Click Next, review the settings, and ensure "Insert data immediately" is
selected to start entering data after table creation.
Click the Finish button to complete the process. The datasheet view will
open, allowing you to input data into the newly created table.
Creating a Table in Design View
Click on Create Table in Design View option in the Tasks Pane and Table
Design Window will be opened
A grid structure with three columns will appear :
• Field Name – It is the name of the field assigned at the time of creation of table.
• Field Type – It allows to assign a data type to the field.
• Description – It allows to describe the purpose of the field. It is meant for
the user to understand the purpose of the field (not part of databse table).
Step 1: Type the first field name
Step 2: The Field Type column contains a list box. We can select the
desired data type from the list box.
Step 3: In the Field Properties Pane, set desired properties for the entered field.
Step 4: Press Tab key to move to the next column. Add any description if
you want in the third column.
Step 5: Repeat the process for adding all fields in the table.
Setting the Primary Key
To make a particular field as the primary key, place the mouse pointer
before the field name, and right click. A pop up menu appears. Select the
Primary Key option from pop up menu. A key icon appears before the field
name indicating that it is a primary key.
To set a composite key, i.e. a primary key consisting of two fields, keep
the Ctrl key pressed and then click on multiple fields to select them.
Thereafter right click on selected fields and choose Primary Key option
from the pop up menu.

Saving a Table
To save the table click on the save button or follow menu option File >
Save As. Enter the name of table in the dialog box and click on OK button.
Shortcut Key: Press Ctrl + S to save the table.
Entering Data in a Table
Step 1: Double-click or right-click and select "Open" on the desired table.
Step 2: The table opens in datasheet view with field names in the top row.
Step 3: Place the cursor in the first blank field of the second row and type data.
Step 4: Use the Tab key to move to the next field in the row.
Step 5: After filling all fields, the cursor moves to the next record (row).
Step 6: Use the horizontal scroll bar to access hidden fields if there are many.
Step 7: Continue adding records, and verify data before saving.

Navigating Through the Table

The black pointing arrow before a field name indicates the current record. To move
through table records, use the Navigation Box at the bottom of the datasheet window.
Components of the Navigation Box:
Record Selector Box: This is the text box displaying the current record number.
You can type a record number here to jump to that record.
Navigation Buttons: Used to move through records in the table.
Editing Data
Place the cursor on the field, make the changes, and enter the new value.
The Edit icon appears next to the record being edited and stays visible
until changes are saved.
Press Esc to cancel changes and restore the original data.

To delete a record:
1. Select the record.
2. Use one of the following methods:
Press the Del key.
Select Delete Record from the Edit menu.
Right-click the record and choose Delete Rows.
3. A confirmation box will appear:
Click Yes to delete the record. OR Click No to cancel.
Sorting Data in a Table
Sorting arranges table records in ascending or descending order based on a
selected field.
Steps to Sort:
1. Open the table and select the field to sort.
2. From the toolbar:
Click Sort Ascending (A-Z icon) for ascending order.
Click Sort Descending (Z-A icon) for descending order.
The table will sort accordingly.
3. For Multi-Field Sorting:
Click the Sort icon to open the Sort Order dialog.
Select fields, choose ascending or descending order, and click OK to apply.

Closing LibreOffice Base

To close the application window of LibreOffice Base, click on the File > Close
or click on the cross (x) button of the LibreOffice Base window.
Editing and Deleting Tables
To edit a table, open the Database User Interface window.
Right click on the table name and select Edit option from the pop menu.
To delete a table, right click on the table to be deleted, and select the Delete
option from the pop up menu.
A confirmation box will be displayed, click on Yes button delete the table.
To rename a table, right click on the table name in the Table Area and select
Rename option from the pop up menu. Type the new name & press the Enter key.
Relationships between Tables
The most important prerequisite for setting a relationship is that there must be
a common field(s) between the two tables to create a relationship.

PRIMARY KEY MASTER TABLE

MASTER Record

Transaction table
PRIMARY KEY

Transaction
Record
Foreign Key
Types of Relationships

One specific record of a master table has one and only

One-to-One one corresponding record in the transaction table.
Types of Relationships

One specific record of the master table has more than one
One-to-Many corresponding records in the related transaction table.
Types of Relationships

There are multiple records in the master table that

Many-to-Many correspond to multiple records in the transaction table.
Advantages of Relating Tables in a Database
A relationship can help prevent data redundancy.
It helps prevent missing data by keeping deleted data from getting out of sync.
Creating relationships between tables restrictsthe user from entering invalid
data in the referenced fields.
Any updation in the master table is automatically reflected in the transaction tables.
Creating Relationships between Tables
Step 1: From main menu, click on Tools > Relationships
Step 2: The Relationship Design screen will appear.
In the middle of the screen there is Add Tables dialog box. Events

Step 3: Add Events table and EventCategory table to

the Relationship Area.
Step 4: Close the Add Tables dialog box. The tables
Events and EventCategory table will added to the
Relationship Area along with all its field. EventCategory
Step 5: Drag the common field CategoryID from the
Events table and drop it in EventCategory table.
A line connecting both the tables with the common
field (CategoryID) appears on the screen.
Master Table & Transaction Table
Primary Key
EventCategory

Referenced
table

Foreign Key
Primary Key
Event

Referencing
table
Referential Integrity
According to the principle of referential integrity, no unmatched foreign key
values should exist in the database. If a record is removed from the parent table,
the corresponding records in the child table must also be updated or deleted.

LibreOffice Base gives us 4 options to maintain referential integrity:

No action This is the default option. This option states that a user should
not be allowed to update or delete any record in the master
table if any related record exists in the transaction table.

Update cascade This option allows the user to delete or update the
referenced field but along with it all the related records in
any of the transaction tables will also be deleted or updated.
This option assigns NULL value to all the related fields if the master
Set NULL
record is deleted or updated.
This option assigns any fixed default value to all the related fields
Set default
if the master record is deleted or updated.
To set the relationship properties double click on the relation line joining
the two tables. A Relations dialog box will open.
By default the radio button with No action option will be selected.
Choose any of the desired option and click OK to set the referential integrity
between the two tables.
Queries
Using a query, we can retrieve and display data from one or more tables in a
database.
Using a query, we can specify the fields that we want to display and also the
criterion based on which the records to be filtered.
The result of the query is displayed in tabular form.

Creating a Query
A query can be created in three ways.
1. Using a Wizard
2. In Design View
3. In SQL view
Creating a Query Using a Wizard
To execute query, we wil use two tables- Events and EventCategory.
We will create a query that will display the Event Name and Winner for each
event with CategoryID as C001.

Step 1 In the Database Design window, click on Queries button present in the
Database Pane on the left.
Step 2 In the Tasks Area, click on Use Wizard to Create Query Option.
The Query Wizard window will appear. It contains the Steps Pane on the
left and the Query Details Area on the right.
Step 3 The first step of the wizard is to select fields from the respective tables.
Select Events table from the Tables list box.
Step 4 Select Event Name, Winner and CategoryID field from the list box and click
the right arrow (>) button to move all fields to Fields in the Query box.
Step 5 Clicking on the Next button will display the screen to select the sorting
order. The result of the query can be displayed in ascending or
descending order of any particular field of the table.
If we do not want any particular order, we can directly click on Next.
Step 6 The next step is to set the search conditions or the criteria on the basis of
which records will be filtered from the table.
Step 7 Select CategoryID field from Fields drop down list, is equal to from
Condition drop down list and type the value as C001. Click Next.
[Three search conditions can be given at the most in the wizard.]
Step 8 If we want to display a different name instead of the original column
name, we can set it here.
Step 9 The last step of the Query wizard displays the entire overview of the
query. It displays the overall structure of the query.
Name of the Query - By default, the name of the query is Query_Events
by default. If desired, type the new name in the text box.
The action to be performed after the wizard finishes- By default
Display Query option will be selected.
Click and select the Modify Query radio button if the query has to be
edited in the Design view.

Step 10 Click on Finish button. The records with CategoryID as C001 will be
displayed on the screen.
Creating a Query in Design View
We will create a query to display records of Athletics category. For this query,
records have to be filtered from both Events and EventCategory tables.
Step 1 Click Queries icon on the Database Pane in the Database Window.
Step 2 Click Create Query in Design View… icon in the Tasks Pane. The Query
Design Window appears. In the middle of the window the Add Table or
Query dialog box is displayed.
Step 3 Click on the Event table to be used in the query and then click on Add
button. Alternatively double click on the Events table. The Event table
will be added to the Tables Pane.
Step 4 Similarly add the EventCategory table.
Step 5 Click Close button in the Add Table or Query dialog box to close it.
Step 6 Next step is to select the fields. For our query we want to display Event
Name and Winner from the Events table and Category Name from the
EventCategory table.
So in the list box of Events table, double click on EventName and Winner
field, and they will be displayed in the Design grid.

Note:-Observe that the Visible Check Box is selected by default. This means
that all these three fields will be visible when you run the query.
If you do not want the data values for the particular field to be
displayed, click to deselect the respective check box.
Step 7 Next we will set Alias names for the columns that will be displayed in the
output. For example, to change Winner -> Winner Name, type Winner
Name in the Alias text box under Winner column.
Step 8 To sort the records in either ascending or descending order of a
particular field, use the Sort row given in the grid.
Step 9 To display records of Athletics category only, type ‘Athletics’ in the
Criterion row under the Category Name column.

Step 10 Once the query is designed, click Run Query ( ) button on the toolbar or
press F5 key. The query result will be displayed in the Tables Pane area.

Step 11 Click on Save button to save the query. The Save As dialog box will be
displayed. By default, the Query Name as Query1 will be displayed. Type
a different name if required. Click on OK button to save the query.
Editing a Query
Step 1 Right click on the Query Name in the Objects Area of the Database
window.
Step 2 Select Edit option from the popup menu.
Step 3 Make the desired changes and click the Save button.
Note:- We can use the Criterion row to apply multiple conditions. We can apply
all relational operators like <, >, <=, >=, != and = for all conditions that can
be given in Criterion row.
For example, if you want to see only those records where points scored
are more than 10, then add Points field to the grid and then set the
Criterion for it as >10.
Working with Numerical Data
Till now, we have been displaying data from tables in the query.
We can even use certain mathematical functions to find the count, sum,
minimum, maximum or average of data values.

Step 1 Click Create Query in Design View. Add Events and EventsCategory
tables.
Step 2 Add Category Name field from EventCategory table and Points field
from Events table.
Step 3 Under the Category Name field, in the Function row, select Group option
from the drop down list.
Step 4 Similarly, under the Points column, select the Average function from the
drop down list.
Step 5 Press F5 to run the query. The query result depicting average points in
all the categories will be displayed.
Forms And Reports

Both are considered as objects of the database and are present in the
Database Pane of the LibreOffice Base User Interface.

Forms : A form is an object of the database that has a user friendly

interface where data can be entered and seen in an
attractive and easy-to-read format.
Labels : A label is a piece of text that specifies the data that should be
entered in the field value text box.
Field value It stores the data and it is linked to the respective field in
text box : the table.
Creating a Form Using a Wizard
Step 1: Click the Form icon on the Database Pane and click on use Wizard to
Create Form on the Tasks Pane.
Step 2: Select the tables or queries for which the form has to be created.
Step 3: After selecting the table, all fields from the table will appear in the
Available Fields list.
Step 4: Move all fields from the Available Fields list to the Fields in the Form
list using the > button. Click on Next button to move forward
Step 5: The second step is setting up a subform. Since no subform is
needed, click Next to proceed.
Step 6: By default, all controls are left-aligned. To align them to the right, select
the "Right Align" radio button. Click Next button.
Step 7: The wizard asks if the form is for displaying, entering, or both. We
proceed with the default settings and click "Next."
Step 8: Here, we can apply styles to the form. After that click on Next button
Step 9: In this step, we name the form, which defaults to the table name.
The "Work with the form" option is selected by default, but we can
choose "Modify the form" to edit it after the wizard finishes.
Step 10: Click "Finish" to display the form in a separate window.

Form Design window interface:

On the left of the Form Design window is the Forms Control toolbar and at the
bottom is the Records toolbar.
Forms Control Toolbar : This toolbar contains various controls that can be
added to the form.
Records Toolbar : This toolbar contains various controls that can be added to
the form ,these buttons allow us to navigate and view records in the file.
Modifying a Form
Changing the background color
Step 1: In LibreOffice Base, click the "Forms" icon in the Database Pane
to see the saved form in the Objects Area.
Step 2: Right click on the form name then click on Edit option. A
separate Form Design View will open.
Step 3: To change the form's background color, right-click on the form
and select Page Style from the pop-up menu.

Step 4: Select Area tab and choose the desired color from the palette
Step 5: Click on OK button. The selected color will be applied on the form
Modifying a Form
Editing the labels
Step 1: Place the mouse pointer over the label to change it.
Step 2: Press Ctrl + Click to select the label, displaying position boxes around it.
Step 3: Right click on the selected label > Control Properties
Step 4:The Properties: Label Field dialog box appears, allowing you to update
the label caption and modify properties like width, height, alignment,
font style, and size.
Step 5: After making changes, close the Properties dialog box by clicking ‘X’
button. The changes will apply to the selected text.
Modifying a Form

Moving a control :
Click on it to select both the label and text box with position handlers.

To move only one of these , press Ctrl while clicking.

Click and drag the control to the desired location.

Changing the size of the textbox control :

Press Ctrl and click on the textbox to select it with position handlers.

Hover over a handler until the cursor changes to a double-sided arrow.

Click and drag the handler to adjust the size as needed.

Modifying a Form
Adding a Tool tip :
A tool-tip is a small text that appears when the mouse pointer hovers over a
control.
Step 1: Press Ctrl button and click on text box.
Step 2: Right click > Control Properties.
The Properties: Text Box dialog box will appear.
Step 3: Scroll down till Help Text property appears.
Step 4: Type desired tool tip text in the text box.
Step 5: Close the dialog box by clicking on cross (X) button.
Forms Controls Toolbar
Adding a calendar for the date field
Step 1: Place the mouse pointer over the Date text box and press Ctrl + Click
to select it.
Step 2: Right click > Control Properties.

Step 3: In the Properties: Date Field dialog box, scroll down to the Date Format
property. The default format is Standard (short).
Step 4: Click to open the list box and select Standard (long) format.
Step 5: Scroll to the DropDown property and change its value from No to Yes.
Step 6: Close the dialog box. The date text box will change to a list box with an
arrow on the right.
Forms Controls Toolbar

Adding text to the form

Step 1: Click the Label tool on the Form Controls tool box

Step 2: On the form, click and drag to create a label field box.

Step 3: Double click on box to open the Properties: Label Field dialog box.

Step 4: Type your desired title in the Label property,

Step 5: Click the Font button under Font property to open the Character dialog
box. Select the desired font, style, and size, then click OK.

Step 6: Close the Properties: Label Field dialog box to display the formatted title on the form.
Forms Controls Toolbar

Adding a new record using a form

Click Design Mode on the Forms Controls toolbar to switch to Form View.
The Form View window opens, showing the first record.
To add a new record, click New Record icon on the Records toolbar.
A blank form appears with the cursor in the first text box .
Enter data and click Save Record icon on the Records toolbar to store it.
To delete a record, navigate to it using the record number box or
navigation buttons, then click Delete on the Records toolbar.
Toggle between Design View and Form View using the Design Mode button.
Reports
A report in a DBMS presents retrieved data in an organized and customized
format, enhancing visualization compared to a simple row-and-column
query display.

Creating a report
Step 1: In LibreOffice Base, click the Reports icon in the Database Pane.
Step 2: From the Tasks Pane, click Use Wizard to Create Report option.
Step 3: The Report Wizard opens along with the Report Builder window and the
Add Field dialog box.
Step 4: In the report wizard, select the table and then fields for the report.
Step 5: The Available Fields list displays all fields from the table. Click > button
to add them to the Fields in Report list.
Step 6: Click Next to label fields. Column headers are used as default labels,
but you can replace them with more descriptive names if needed.
Step 7: Click Next to proceed. This step allows grouping data by a field, but
since no grouping is needed, click Next again.
Step 8: Set Sort Options by selecting a field and choosing ascending or
descending order for data arrangement in the report.
Step 9: Click on the Next button to move on to the next step in which the layout
of the report will be selected.
Step 10: Select a layout and set the header & footer layout . Choose the orientation
as Landscape or Portrait, keeping Landscape selected by default.
Step 11: Click Next , Enter the report name . By default, the report is Dynamic,
updating automatically with table changes. To prevent updates,
select Static. Choose to modify or create the report, keeping the
default setting to create it.
Step 12: Click on Finish button to display the report.
 Inserting other controls in the report

Inserting Titles and Headings

Step 1: Right-click on the Report name, and click on Edit option from
pop up menu. The Report builder window will appear.
Step 2: Click on the Label tool on the Report Controls toolbar.
Step 3: Bring the mouse pointer on the report. Click and drag to insert the
label textbox.
Step 4: Double-click to open the Properties dialog box. Enter the title in the
Label property text box, and adjust the font style ,size under the Font
property.
Step 5: Close the Properties dialog box. Double-click the report in the Reports
of Database pane to view it with formatting applied.
 Inserting other controls in the report

Inserting Date and Time

Step 1: Right click on the report name and then select edit option from
popup menu
Step 2: Click in the Page Header area to make it active.
Step 3: From the main menu Click Insert > Date and Time.
Step 4: The Date and Time dialog box appears. Select the desired format and click OK.
Step 5: The date is inserted in the Page Header (top left). Click and drag to
reposition it as needed.
INTRODUCTION TO HEALTH , SAFETY
AND SECURITY AT WORKPLACE
PHYSICAL MENTAL

HEALTH
SOCIAL

Well Being

Healthy & Safe Prevents Enhanced

Workplace Diseases Productivity
 INTRODUCTION TO HEALTH , SAFETY
AND SECURITY AT WORKPLACE
Mandatory provisions:

Cleanliness Air conditioned Filtered water

Good quality food Clean washrooms

SAFETY
The work environment of the organisation must be safe.
It must be free from hazards and risk.

SAFETY
HAZARD RISK GUIDELINES
Something that Probability of harm SOLUTION
can cause harm
SECURITY
Every employee in a company should feel safe Personal
Security
and secure while at work.

Potential Harm

Company
equipements
Security security
Department

Liability Loss Revenue

 POLICIES AND PROCEDURES FOR
HEALTH , SAFETY AND SECURITY
The Department of Information Technology (DoIT)
Policy : A written statement by an employer ensuring the health, safety, and
security of employees and the public.

Government’s company laws:

Company Responsibilities:

Minimum requirements to be
followed for health, safety & Comittee to include conculde
security programme control measures
REASONS FOR HEALTH , SAFETY AND SECURITY
PROGRAMS OR POLICIES IN WORKPLACE
 Reasons for OH&S Policies Typical OH&S Policy Clauses

Indicates company commitment to Allocate sufficient resources for continuous

employee health & safety. improvement in OH&S performance.
It reflects the alignment between business Ensure compliance with applicable OH&S
performance and safety performance. laws while striving for leadership beyond
It emphasizes that the company prioritizes not compliance.
just profits but also stakeholder well-being. Establish OH&S objectives and regularly review
It defines everyone's accountability for performance against them.
workplace health, safety, and security. Prevent workplace accidents, injuries,
The company can adhere to India's national and illnesses while continuously
Occupational Health and Safety (OH&S) policy. improving safety measures.
Prevents injuries, illnesses, and Promote OH&S awareness and
workplace hazards. competency at all levels.
 WORKPLACE SAFETY HAZARDS

DEFINITION OF HAZARDS :
A hazard is a danger or risk that can cause harm to
people, property, or the environment.
It may act as a trigger for other hazards, increasing
risk in the workplace.
Hazards can lead to health issues, injuries, property
damage, or financial losses.
 PHYSICAL HAZARDS
Risks arising from the physical work environment (floors, walls, ceilings).

Each sector has unique physical hazards based on its work environment.

Falling Off Heights, Slipping, and Tripping

Electrical Hazards
Fire Hazards
Health Hazards
Falling Off Heights, Slipping, and Tripping
Causes of Falls:
Faulty scaffolding & ladders.
Contact with electricity.
Slipping or crashing into objects.
Causes of Slips & Trips: Preventive Measures :
Uneven surfaces (floors, ramps,
stairs).
✅ Arrange workplace properly to
avoid obstructions.
Spilled liquids, food, or paint.
✅ Clean spills immediately.
Poor lighting or damaged
equipment.
✅ Maintain proper lighting and repair
damaged stairways/equipment.
✅ Ensure safe use of scaffolding & ladders.
Electrical Hazards
Causes of Electrical Accidents: Preventive Measures
Direct contact with live wires.
Indirect contact through conductors.
✅ Employee Training: Basic knowledge
of electrical equipment usage.
Exposed or worn-out wiring.
Overloading electrical outlets. ✅ Safety Instructions: Keep water & food
Ungrounded or faulty equipment. away from electrical devices.
Unsafe use of electrical devices. ✅ Use Proper Equipment: Avoid
using damaged or ungrounded
electrical tools.
✅ Regular Inspections: Electricians
should check wiring & fix faults.
 Fire Hazards
Causes of Workplace Fires: Fire Safety Measures
Poor housekeeping standards.
Ignoring fire safety regulations.
✅ Implement first response & emergency
mitigation systems
Electrical faults & overheating.
Flammable materials stored ✅ Conduct fire drills & emergency training
improperly. ✅ Ensure clear emergency exits & fire
escape routes
✅ Install fire extinguishers & alarms
 Health Hazards
Definition: Risks affecting workers' physical well-being (skin, eyes, ears, body parts
respiratory system , cardiovascular system & nervous systems)
Common Health Risks:
Hearing loss due to loud machinery.
Eye damage from bright lights
Toxic fumes and vapour could damage the respiratory tract.
Lung damage from chemical exposure .
Preventive Measures:
✅ Use protective gear (earplugs, goggles, masks).
✅ Use blinds or drapes on windows to eliminate bright light.
✅ Reorient the workstation so that bright light from windows falls at a right
angle to the computer screen.
✅ Use well-distributed diffuse light.
Hazards using Computers
Common Risks:

Poor sitting posture Prolonged sitting Repetitive movements Screen glare

Back & neck pain Fatigue Wrist & hand pain Eye strain

Preventive Measures :
Streching
&
Yoga
Handling Office Equipments
Common Risks:

Sharp edged Heavy Equipment

tools Misshandling
Risk of cuts Injuries
Preventive Measures : Proper training of
employee
&
An manual must
be issued
Handling Office Equipments
Common Risks:

Sharp edged Heavy Equipment

tools Misshandling
Risk of cuts Injuries
Preventive Measures : Approved
Proceudre
&
Correct Posture
Stress at Work
Common Causes: Preventive Measures :

Long working hours Drawing

Conflicts with colleagues Listening to music

Working Environment
Physical Hazards:

Poor ventilation Poor Lightning

Breathing issues Eye strain

Inappropriate furniture Lack of emergency

preparedness
Posture problems Delayed response to
crises
 Hierarchy of Hazard Control Measures

Modify the process or use a

less hazardous material.

Elimination e.g., install noise

Installing proper exhaust
(Best Approach) insulation or exhaust
ventilation & providing
ventilation).
personal protective clothing Isolations
Providing personal protective
Effective control measures clothing and equipment

Monitoring exposure
among at-risk workers
 SAFETY GUIDELINES CHECKLIST

Store all cleaning chemicals in tightly closed containers in separate cupboards.

Throw garbage daily.
Make sure all areas have proper lighting.
Do not wear loose clothing or jewellery when working with machines.
Never distract the attention of people who are working near a fire or with some
machinery, tools or equipment.
Where required, wear protective items, such as goggles, safety glasses,
masks, gloves, and hair nets.
Shut down all machines before leaving for the workplace.
Do not play with electrical controls or switches.
 SAFETY GUIDELINES CHECKLIST

Do not operate machines or equipment until you have been properly trained
and allowed to do so by your supervisor.
Repair torn wires or broken plugs before using any electrical equipment.
Do not use equipment if it smokes, sparks or looks unsafe.
Cover all food with a lid, plastic wrap or aluminium foil.
Do not smoke in ‘No Smoking’ areas.
Report any unsafe condition or acts to your supervisor.
WORKPLACE QUALITY MEASURES
 WORKPLACE QUALITY MEASURES

GOOD WATER QUALITY

MUST HAVE

ORGANISATION

GOOD AIR QUALITY

 WORKPLACE QUALITY MEASURES

shouldn't have to face

problems like

Employees Polluted Air Polluted Water

AIR & WATER POLLUTION

Measure

Physical Test Chemical Test Biological Test

For Example :

% can be measured

AIR

PH value can be measured

WATER
GUIDELINES FOR CLEAN AIR & CLEAN WATER

Guidelines
GUIDELINES FOR CLEAN AIR & CLEAN WATER

1) Air pollution is mostly caused by production of the dust, mixture of

solid particles and gases in the surrounding air. So avoid dust
production, generation of solid particles and gases in the air.
GUIDELINES FOR CLEAN AIR & CLEAN WATER

2) Extensive use of automobile vehicles in the campus can lead to the

air pollution. So organisation must use limited number of vehicles to
avoid air pollution.

Air Pollution Clean Air

Practice a NO VEHICLE DAY in EVERY WEEK.

GUIDELINES FOR CLEAN AIR & CLEAN WATER

3)Ozone produced in the air can pollute the air. Many times it is called
as a smog. The generation of ozone gas must be kept at low level by
the organisation.

Levels to be in Control
GUIDELINES FOR CLEAN AIR & CLEAN WATER

4) Human activities often pollute water, including sewage

and wastewater. Ensure that human waste is not mixed
with clean water sources.
GUIDELINES FOR CLEAN AIR & CLEAN WATER

5) Extensive use of fertilizers and pesticides must be avoided, as it can

pollute groundwater.

Fertilisers Pesticides Extensive use Groundwater

Pollution
IMPORTANCE
CLEANLINESS OF
AT WORKPLACE
CLEANLINESS AT WORKPLACE

If the workplace is clean and hygienic, the risk of diseases will decrease, and
everyone will remain healthy.

Maintain Clean Immediate Spill

Workspaces Cleanup Clear Pathways

Well-Maintained
Floors Proper Lighting
 OFFICE ERGONOMICS
The science concerned with designing and arranging things so that people can use them
easily and safely.

Reduces risk of Reduces risk of Improves productivity

accidents injury & strain & performance
 Early Warning Signs Potential Cause Try This

Sore lower back No lumbar support Use back rest of chair, put small pillow
or lumbar support on backrest of chair

Burning in the upper back No upper back support from chair Put document holder or prop up so you
can see it without leaning forward
Working with head turned to side Use headphone , Move or raise monitor
Stiff neck tilting head forward, holding to centre of desk
telephone between the ear and
shoulder
Move closer to the keyboard, Bring
Reaching forward for long periods
Sore shoulders mouse down to level of keyboard and
or reaching forward frequently
maintain correct posture
Working with wrists extended too Add a wrist rest to the front of keyboard .
Arching wrists
much repetition

Dry eyes Forget to blink Rest eyes periodically and do simple

eye exercises
Glare from overhead lights or windows, Re-orient your desk and computer so light is
Eye strain and sore eyes incorrect eyeglasses, or vision issues not directly behind or in front of you.
may require a vision check.
COMPUTER HEALTH & SAFETY TIPS :

Computers use Health issues

For Examples :

Vision Musculoskeletal issues Body aches

Musculoskeletal Problems :
Pain or discomfort in the neck, back, chest, arms, shoulders, or feet due to poor posture and
incorrect workstation setup.

Neck pain Chest pain Shoulder pain

Due to

Back pain Arm pain Feet pain Wrong posture

To avoid this problem,
Position your computer such that the end of the monitor should be at your eye level.

Keep your neck in a neutral position with the monitor directly ahead to avoid turning your neck.

Keep the monitor at least arm length distance, or 20 to 30 inch away from you.

Maximise contact of your back against the backrest of the chair.

Adjust height of armrests so that your elbows are at a 100–110 degrees open angle.

Place keyboard at a slight negative tilt if you are sitting upright.

While typing, keep your hands slightly lower than elbows, with fingers pointing
downwards at the floor.

Always take small breaks while working on the computer to stretch your muscles,
keep your blood flowing, and to rest your eyes.
Occupational Overuse Syndrome
-----repetition strain injury (RSI)
A range of conditions, characterised by discomfort or persistent pain in muscles, tendons
and other soft tissues, with or without physical manifestations.
Stress in the workplace can contribute to RSI.

COMMON SYMPTOMS
Pain in neck, shoulders, wrists, or
fingers due to repetitive muscle
use.
Carpal Tunnel Syndrome –
causes pain, numbness, and Repetitive movements Poor sitting posture
tingling in hands and arms.
 Occupational Overuse Syndrome
-----repetition strain injury (RSI)

Prevention of Repetitive Strain Injuries (RSI) :

Maintain Proper Posture: Fingers should be above the ‘home position’

(asdf and jkl; keys) on the keyboard .Keep elbows close to the body
Avoid Excess Pressure: Don’t grip the mouse too tightly. Keep wrists straight
while typing.
Use Ergonomic Equipment: Keep them at the same level. Choose an
ergonomic keyboard and mouse.
Strain in legs & feet :
Sitting to work for long time may cause strain in legs.

Preventing Leg Strain While Working :

Position your desk to sit comfortably with
feet flat on the floor and legs vertical.

Use a footrest for extra support if needed.

Ensure enough space to change positions.

Stretch legs regularly to avoid stiffness and strain.

 Eye Strain :
Computer’s bright light, glare and flickering images can cause eye strain and visual
fatigue. When you constantly focus on the screen, you may forget to blink, which can lead
to dry eyes.

Computer Vision Syndrome is caused by poor lighting and glare on the computer screen.

Symptoms:

Eye strain Blury vision

Watering eyes Headaches

Specifically wear anti-glare glasses
while working on the computer.
To reduce the risks of visual problems:
Adjust the brightness of computer screen to save your eyes from strain.

Reposition the screen to avoid glare from lights or windows.

Keep a proper vision distance from the computer screen and blink eyes at regular intervals.

Wear anti-glare glasses while working on computer.

Keep the screen clean and use a desk lamp to make it easier to see.

Ensure the screen colours are easy to look at, and that the characters are sharp & legible.

Give your eyes periodic breaks from the screen and perform frequent blinking.

Keep your monitor between 18 to 24 inches away from your face.

Headaches :
Headache may occur due to muscle tension or pain in
the neck.
Strain on the eyes or vision problem can also
cause headaches.

Prevention:
Keep your neck straight while using the
computer.
Attend regular eye exams to correct vision
issues.
Obesity :
Spending long hours on the computer may lead to a lack of
physical activity and exercise, increasing the risk of obesity.
In children prolonged use of computers or electronics in
general, is a major contributing factor to obesity.

Prevention:
Take regular breaks to move around.
Incorporate exercise between work sessions.
Maintain a healthy lifestyle with physical activity.
Stress Disorders :
Prolonged use of computers can negatively impact health.
Increased pressure in workplace, may lead to stress.

Stress can lead to :

Decreased attention span.
Lack of concentration.
Burn out.

Prevention :
Prioritize health to prevent long-term issues.
Practice stress-relief activities like yoga and meditation.
Use natural remedies or seek medical treatment if needed.
 Injuries from Laptop Use :
Prolonged use of laptop can cause a lot of problems
On a laptop, the screen and keyboard are too close
together for proper ergonomics. Raising the screen for
better posture strains your arms and shoulders, while
keeping the keyboard comfortable forces you to bend
your neck, causing pain.

Solutions:
Use Laptop stand and keep screen infront of
your eye level.
Use a separate mouse and keyboard.
Use a desktop for long hours to maintain
proper ergonomics.
Sleeping Problems :
Artificial lighting from computer screens can trick
your brain and suppress its release of melatonin
substance that assists your sleeping patterns.

Solution:
Avoid screen use before bedtime.
Use blue light filters or night mode on devices.
Reducing screen exposure helps improve sleep quality.
Health and Safety Requirements for Computer Workplace

Minimum safety
requirements

Computer Laptop Phone T.V

Health and Safety Requirements for Computer Workplace

MONITOR

Use modern LED monitors of appropriate size.

The screen image should be stable with no flickering.
The screen must be free of reflective glare and reflections.
Health and Safety Requirements for Computer Workplace

KEYBOARD

Use a tilted and detachable keyboard for a

comfortable posture.
Choose a matte-finished keyboard to prevent glare.
Health and Safety Requirements for Computer Workplace

WORK DESK

The desk should be large enough to arrange the

monitor, keyboard,documents & other
equipments flexibly.

Use a desk with a low-reflectance surface to

reduce eye strain.

Use a stable and adjustable document holder to

prevent strain from excessive head and eye
movement.
Health and Safety Requirements for Computer Workplace

WORK CHAIR

Use a stable chair that allows easy movement.

Ensure height adjustability for a comfortable sitting posture.
Use a chair that allows feet to rest flat on the floor or on a footrest.
Health and Safety Requirements for Computer Workplace

SPACE REQUIREMENT

The workstation should provide enough space for

the user to change positions and vary movements.
Provide enough desk space for all necessary equipment.

Prolonged sitting Stiffness or Strain

Health and Safety Requirements for Computer Workplace

LIGHTING

Maintain proper lighting with good contrast

between the screen and background.
Prevent glare and reflections on the screen and
other equipment.
Health and Safety Requirements for Computer Workplace

REFLECTIONS AND GLARE

Position workstations to avoid direct glare

from windows or bright surfaces.
Position the workstation at 90° to the light source.
Use blinds on windows to reduce glare and reflections.
Health and Safety Requirements for Computer Workplace

NOISE AND HEAT

Minimize equipment noise to avoid distractions.

Use noise-canceling earphones if needed.
Ensure equipment does not generate excess heat
for user comfort.
CAUTIONS WHILE WORKING ON THE COMPUTER
Use a Surge Protector : Prevents damage from static electricity.

Use Battery Backup System : Ensures stable voltage during power outages.

Remove Metal Accessories : Rings, watches, and necklaces can conduct

electricity and damage components.

Unplug Power Sources : Always disconnect cables before working on hardware.

Watchout for cords & wires: Loose cords and wires can cause hazards.
If a cord or wire crosses a pathway, it should be marked with hazard tape.

Avoid water while working with electricity: Never touch or try repairing any
electrical equipment or circuits with wet hands.
Accidents
An accident is an unplanned, uncontrolled, or unforeseen event resulting in
injury or harm to people and damages to goods.

For example, a person falling down and getting injured or a glassware item
that broke upon being knocked over.
Emergencies
Emergency is a serious or crisis situation that needs immediate attention
and action.

For example, a customer having a heart attack or sudden outbreak of fire in

your organisation needs immediate attention.
Guidelines for identifying and reporting an
accident or emergency

1. Notice and Correctly Identify Accidents and Emergencies:

The organisation’s policies and guidelines will be the best guide in this matter.
You should be able to identify such incidents in your organization, and be
aware of the procedures to tackle each form of accident and emergency.
2. Get help Promptly and in the Most Suitable Way :
Follow the procedure for handling a particular type of accident and
emergency. Promptly act as per the guidelines.

Ensure that you provide the required help and support as laid down in the policies.

Do not act outside the guidelines and policies laid down for your role.

Remember that only properly trained and certified professionals may be

authorized to take decisions beyond the organisation’s policies and guidelines.
3. Follow Company Policies and Procedures for Preventing Further
Injury While Waiting for Help to Arrive :
If someone is injured, do not act as per your impulse or gut feeling.
Go as per the procedures laid down by your organization's policy for tackling
injuries.

You need to stay calm and follow the prescribed procedures.

4. Act within the Limits of your Responsibility and Authority when

Accidents and Emergencies Arise :
Provide medical help to the injured only if you are certified to provide the
necessary aid.

Otherwise, wait for the professionals to arrive and give necessary help.
5. Promptly Follow Instructions given by Senior Staff and the
Emergency Services :
Follow the instructions of senior staff who are trained to handle particular situations.
Work under their supervision when handling accidents and emergencies.
Types of Accidents
1. Trips and Fall :
Customers or employees can trip on carelessly left loose material and fall
down, such as tripping on loose wires, goods left on aisles, elevated threshold.
This type of accident may result in simple bruises to serious fractures.
2. Slips and Fall :
Slips are mainly due to wet floors, spilling of liquids or throwing of other slip-
causing material on floors.

Slip and fall is generally caused by negligence.

It can also be due to broken or uneven walking surface, such as broken or

loose floor tile.

People should be properly cautioned against tripping and slipping.

For example, a “wet floor” sign will warn people to walk carefully on freshly
mopped floors.

Similarly, “watch your steps” signs can prevent accidents on a staircase with a
sharp bent or warn against a loose floor tile.
3. Injuries caused due to Escalators or Elevators :
Although such injuries are uncommon, they mainly happen to children, ladies,
and elderly.

Injuries can be caused by falling on escalators and getting hurt.

People may be injured in elevators by falling down due to sudden, jerking

movement of elevators or by tripping on elevators’ threshold.

They may also get stuck in elevators resulting in panic and trauma.
Escalators and elevators should be checked regularly for proper and safe functioning.

If you notice any sign of malfunctioning of escalators or elevators,

immediately inform the right people.

If organization’s procedures are not being followed properly for checking and
maintaining these, escalate to appropriate authorities in the organization.
4. Accidents due to Falling of Goods :
Goods can fall on people from shelves or wall hangings and injure them.
This typically happens if pieces of goods have been piled improperly or kept
in an inappropriate manner.

Always check that pieces of goods are placed properly and securely.

5. Accidents due to Moving Objects :

Moving objects, such as trolleys, can also injure people.

In addition, improperly kept props and lighting fixtures can result in accidents.

For example, nails coming out dangerously from props can cause cuts.

Loosely plugged in lighting fixtures can result in electric shocks.

Handling Accidents
Try to avoid accidents in your organization by finding out all potential hazards
and eliminating them.

1. Attend to the Injured Person Immediately :

Depending on the level and seriousness of the injury, see that the injured
person receives first aid or medical help at the earliest.

2. Inform your Supervisor :

Give details about the probable cause of accident and a description of the injury.
3. Assist your Supervisor :
Investigate and find out the actual cause of the accident.
Help your supervisor to take appropriate actions to prevent occurrences of
similar accidents in future.
Types of Emergencies
1. First Aid :
Should be quickly accesseble to the employees.
It should contain all the important items for first aid required to deal with
common problems such as cuts, burns, headaches and muscle cramps.

2. Electrical Safety :
Employees must be provided instructions about electrical safety such as
keeping water and food items away from electrical equipment.

Electrical staff and engineers should carry out routine inspections of all wiring
to make sure there are no damaged or broken wires.
Keep a list of numbers to call during emergency, such as those of police,
fire brigade, security, ambulance etc.

Regularly check that all emergency handling equipment such as the fire
extinguisher and fire alarm system are in working condition.

Ensure that emergency exits are not obstructed.

Exit keys should be easily accessible.
3. Evacuation :
Evacuation means that during an emergency situation — such as a fire,
earthquake, gas leak, or bomb threat — people must be quickly and safely
evacuated from a location or building.

General evacuation steps:-

Leave the premises immediately and start moving towards the nearest
emergency exit.

Guide your customers to the emergency exits.

If possible, assist the person with disability to move towards the emergency exit.

You may carry your hand-held belongings, as you move towards the
emergency exit.
Do not come back to pick up your belongings unless the area is declared safe.

Do not use the escalators or elevators (lifts) to avoid overcrowding and

getting trapped, in case there is a power failure. Use the stairs instead.

Go to the emergency assembly area.

Check if any of your colleagues are missing and immediately inform the
person concerned.
Fire Hazards in the Workplace

The first step to fire safety is assessing the existence of fire hazards in workplace.
In most facilities, there are three main types of hazards to evaluate –
electrical hazards, combustible materials, and flammable materials.
Electrical hazards, such as damaged extension cords, blocked electrical
panels and heaters, and overloaded circuits often lead to fires.
Fires are also commonly caused by electrical events such as arc flash.
Maintenance of power cords and other electrical equipment should be
conducted on a regular basis.
Workplace fires are also commonly caused by improper storage of
flammable material or combustible dust.
Fire Prevention :
All employees must know where the fire extinguishers are located, and how to
properly use them.
Fire extinguishers and First Aid Stations should be clearly marked with signs.
Never block access to Exits, fire extinguishers, electric switches and panels.
Do not use flammable material near electrical panels, switches, lift trucks or
any electrical equipment.
Fire extinguishers must be inspected regularly.
Report to your supervisor of any defect in electrical, fire prevention or material
handling equipment.
No flammable material are to be placed around an exit door way.
Identification of Material and Ignition Sources :
Class A Material :- Materials such as wood, cloth, and paper, which won’t
ignite on their own but will continue to burn once exposed to a heat source.

Class B Material :- All liquid, grease, and gas materials that burn when
exposed to ignition sources.

Class C Material :- Electrical materials and equipment. These materials

cause fires very quickly and present a serious risk of arc flash.

Class D Material :- Any materials that are volatile and able to quickly ignite,
such as magnesium, potassium, and sodium.
Examples of ignition sources :-
Open flames such as gas ovens, lighters in smoking areas, and welding torches.
Sparks from wood or metal saws and other types of equipment.
Heat sources such as combustion engines, space heaters, ovens, and
machines that produce heat during operation.
Chemical ignition from chemicals that combust under normal working
temperatures.
Fire Extinguisher
Identify the safety pin of the fire extinguisher, present in its handle.
Break the seal and pull the safety pin from the handle.
Use the extinguisher squeezing fire by the lever.
Focus the nozzle on the fire zone, sweeping it from side to side.
First Aid for Electrical Emergencies
Electrical accidents cause countless injuries.
Injury could be minimised and many lives can be saved if proper rescue
techniques and treatment are used.
Electrical accidents may occur at any time or place.
When an electrical accident occurs, due to the effect of muscle cramping,
a victim is often incapable of moving or releasing the electrical conductor.
There should always be an emergency response plan for scheduled
electrical maintenance or work.
Electrical Rescue Techniques
Approaching the accident
Never rush into an accident site.
Call 108 as soon as possible.
Approach the accident place cautiously.

Examining the scene

Visually examine victims to determine if they are in contact with electrified
conductors.
Metal surfaces, objects near the victim itself may be electrified.
Do not touch the victim or conductive surfaces while they are electrified.
Switch off the electrical circuits if possible.
Hazards and solutions
Hazards and solutions
Be alert for hazards, such as heated surfaces and fire.
In case you cannot switch off the power source, take extreme care.
Ensure that your hands and feet are dry.
Wear protective equipment, such as gloves and shoes. Stand on a clean
dry surface.
Use non-conductive material to remove a victim from the conductor.

High voltage rescue

Special training is required for rescues if high voltage is present.
Protective equipment, such as gloves and shoes must be worn.
First Aid
A victim may require Cardio-Pulmonary Resuscitation (CPR).
If the victim is breathing and has a heartbeat, give first aid for injuries and
treat for shock.

Ensure the victim gets medical care as soon as possible.

Physician attending the victim must have detailed information to properly
diagnose and care for the victim.